Small Agency Services Bulletin - June 2022
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
July 15
- If DES prepares invoices for your agency for goods and services you provide others, submit invoicing information to DES.
July 22
- Contact vendors to obtain invoices for goods and services.
- If you prepare invoices internally for goods and services you provide others, mail invoices for goods and services to agencies and colleges. Please report your invoices to DES to be recorded properly in FY22.
- Notify your DES Budget Analyst of any unrecorded assets or disposed assets.
Aug 5
- Information on accrued expenses must be received by DES.
- All payment documents must be received by DES for payments of goods, services, and equipment received on or before June 30.
- Manual (paper) travel vouchers must be received by DES.
- Electronic travel vouchers must be approved in the Travel Expense Management System (TEMS).
Sept 20
- Budget requests (decision packages) are due to OFM Budget. Your DES Budget Analyst will be reaching out to you to review when we will need your agency's decision package(s), including full narrative, cost calculations, and answers to supplementary questions so we can meet this OFM due date.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
Central Services - Rate Day 2022 was June 9
What a fun and informative session! Many central service agencies presented overviews of their agency and/or services.
The agencies that presented were:
- Office of Administrative Hearings (OAH)
- Secretary of State (SOS)
- Consolidated Technology Services (WaTech/CTS)
- State Auditor’s Office (SAO)
- Attorney General’s Office (AGO)
- Office of Financial Management (OFM)
- Department of Labor and Industries (L&I)
- Department of Enterprise Services (DES)
The presentations from Rate Day are located here. Please contact Tyler Lentz if you have questions.
Time to think about the end of the fiscal year
- Your annual consumable and merchandise physical count should include information regarding the quantity, cost and basis for cost (i.e., weighted average cost, LIFO or FIFO – your inventory method must remain consistent).
- If there are any changes to implement in the new fiscal year, such as changes to coding structure to track expenses differently or track something new, please contact your DES Budget Analyst.
- Due to fiscal year end close and the beginning FY23, DES accounts payable will not process regular accruals for June, July and Aug.
Time to think about the 2023-2025 biennial budget
Here are some things to think about when planning your agency's 2023-2025 biennial budget:
- The 2023-2025 biennial operating budget instructions are available on OFM's website:
- Memo from OFM Director David Schumacher
- Budget Instructions
- Decision packages are one set of budget building blocks used to prepare your budget. Agencies must describe and support each requested incremental change to the current budget with a decision package. They are the place for agencies to make a persuasive case for their requests. View a decision package and suggestions on how to complete on the OFM website.
- Agency revenue estimates are used to identify funds that support agency expenditure requests and to help estimate statewide fund balances. Any agency that collects, deposits, transfers, or reports revenue for any budgeted account must complete and submit a Summarized Revenue Report.
- The 2023-25 Biennium Operating Budget Instructions are now available.
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Small Agency Financial Services News
DES SAFS presents successful "Fiscal Year-End Accounting Close" and "2023-2025 Biennial Budget Build" workshop!
Over 45 attendees representing our customer agencies attended the June 2 Accounting Close and Budget Build Workshop. Thanks to our presenters Ian Shelley, Norma Rosado, and Megan Finger (DES AP), Bona Brewer (DES Payroll), Betti Bartoldo (DES AR), and Paul Bitar (DES Budget) for another informative workshop. Also, thanks to those who attended and for the feedback on the workshop.
Some of the feedback comments were:
- The quality of the course was great; I was able to follow everything in the presentation clearly. We also were allowed to ask questions at the end.
- The instructor was clear on what this workshop was about. Each slide had the contact info for each department in case we needed to get ahold of that particular departments.
- The instructors went through things very quickly. Overall I felt it was very basic presentation. After working in AP and AR for several years I felt there could have been some more in depth explanation of what we do and what SAFS does.
Check out the workshop presentation (with Q&A) and the Year End Close Instructions.
SAFS (Small Agency Financial Services) Team Updates
Did you know? Your DES financial support team consists of ALL of our SAFS team members. Even though you may work with specific SAFS members regularly, other SAFS members often step in to assist and provide continuity of services. We would like you to know about our whole SAFS team. Below is a list of each work group within SAFS, the members you may hear from, and recent news or a message from each team.
| Team | Members | News / Message |
|---|---|---|
| Accounts Payable |
Ian Shelley |
|
| Budget |
Diann Lewallen |
DES Budget welcomes two new small agency customers July 1. Also, we are pleased to welcome Lisa Piper to our team. Lisa has excellent organizational and research skills, and experience in compiling, analyzing detailed and complex data. Please join us in welcoming Lisa! |
| Payroll |
Carrie Knudson |
It is bittersweet to announce that Whitney Lucas has accepted a promotional opportunity with another agency. Her last day was June 30. We are going to miss Whitney’s positive attitude and contributions to payroll and the finance division. DES Payroll is pleased to announce Phuong Luong’s promotion to the Benefits Specialist position effective July 16! Phuong has been with DES payroll since November 2018. Phuong takes initiative, is customer and team focused. Please join us in congratulating Phuong! |
| Accounts Receivable |
Betti Bartoldo |
|
| Administrative Assistance |
Danelle Guerin |
|
DES Payroll statistics for May 2022 (40 agencies served)
| Total Employees Paid | 1, 389 |
| Appointment Changes | 58 |
| New Hires / Rehires | 36 |
| Transfer In / Transfer Outs | 17 |
| Separations | 6 |
| Supplemental Payments / Walk Throughs | 3 |
| Overpayments | 4 |
DES Accounts Payable statistics for May 2022 (32 agencies served)
| Invoices Received from Agency | 1,519 | 75.76% | $9,693,475 |
| Invoices Paid on Delegated Authority | 396 | 19.75% | $931,405 |
| Travel Requests Paid through TEMS | 87 | 4.34% | $32,667 |
| Payments Reissued (SOL, Lost Warrant) | 3 | 0.15% | $3,312 |
| Total Payments Processed | 2,005 | 100% | $10,660,859 |
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Travel Tips
- Travel and travel reimbursements follow the same year-end guidelines as goods and services. Travel that occurs on or before June 30 will be accounted for in FY22. Travel that occurs on or after July 1 will be accounted for in FY23. Please keep this in mind when booking travel for this time period; travel dates that cross fiscal years will need to be entered in TEMS as a separate reimbursement.
If you have questions, please contact us at travel.safs@des.wa.gov
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Contact Us
If you would like to know what budget analyst, payroll analyst and HR business partner is assigned to your agency, see our Agency Assignments webpage.
If you would like to get contact information for DES SAFS and HR staff, see our Contacts webpage.
If you have suggestions or feedback about the Small Agency Services Bulletin, please send your comments to SmallAgencyBulletin@des.wa.gov.
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